Can the letter be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer consents to do business electronically and the record is retained.

Is notarization required?

Not always. Notarization depends on the recipient’s policies and state rules. Some agencies accept plain signed authorization; others require notarized or RON-signed documents.

What supporting documents are needed?

Typically a government-issued photo ID and proof of address are requested with the letter to confirm identity. Check the receiving agency’s specific requirements before submission.

How do I revoke the authorization?

Revoke in writing to the requester and the record holder. Include your name, dated statement of revocation, and any required identifiers; allow reasonable time for processing.

What if names or IDs don’t match?

Discrepancies can delay or block retrieval. Provide documentation of name changes (marriage certificate, court order) and corrected IDs to assist the agency.

Which platforms support secure eSubmission?

Platforms that support PDF/DOCX, TLS encryption, audit trails, and HIPAA BAA execution (when required) are suitable for secure submission of authorization letters.

Electronic Signature
Templates
Legal
NBI Authorization Letter

NBI Authorization Letter

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What the NBI Authorization Letter Is and When It’s Used

An NBI Authorization Letter is a written consent that authorizes a named requester to obtain an individual’s criminal history or background report from a government or consumer reporting agency. Employers, licensing bodies, and other authorized entities use the letter to document that the subject has granted permission for records to be accessed, shared, and used for a specified purpose. The letter typically identifies the requester, explains the scope and duration of the authorization, and includes a signature and date to show informed consent.

Why a Clear Authorization Letter Matters

A properly drafted authorization letter protects both the requester and the subject by documenting informed consent, reducing disputes about scope, and supporting compliance with background-check laws. Clear language lowers the risk of delays, helps meet consumer-protection requirements, and provides an audit trail for recordkeeping purposes.

Who Commonly Completes an NBI Authorization Letter

Organizations and individuals use this letter when a background check is required for employment, licensing, tenancy, or volunteer placement.

Employers and HR teams seeking criminal-history checks during hiring or screening.
Property managers and landlords conducting tenant background screening.
Volunteer coordinators and licensing agencies verifying suitability for sensitive roles.

The letter documents consent and identifies what records may be obtained, who may receive them, and how long authorization remains effective.

Quick Step-by-Step: Complete and Submit the Letter

Follow these core steps to prepare and deliver an effective authorization letter.

01

Prepare Information: Collect legal name, DOB, SSN/ID, and recipient details.
02

Complete Form: Fill required fields, specify scope, and include dates.
03

Attach ID: Include a copy of government ID to verify identity.
04

Sign and Send: Sign (wet or compliant e-signature) then submit to requester.

Essential Elements to Include in a Professional Authorization Letter

A complete letter balances clarity for the requester with privacy protections for the subject; include the elements below in plain language.

Clear Consent

A direct statement that the signer authorizes the named recipient to access specified records, including any limitations and the intended use.

Identification Details

Full legal name, date of birth, and SSN or other government ID to minimize mismatches and required follow-up verification.

Scope and Purpose

Explicitly describe which records may be obtained and the purpose (employment, licensing, tenancy) to limit disclosure to relevant data.

Duration

An effective date and expiration or termination condition to define the authorization window and manage future data requests.

Signature and Date

Handwritten or compliant electronic signature with the signing date to document when consent was given.

Revocation Instructions

How the signer can withdraw consent, and any notice period required before revocation takes effect.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Trail: Timestamped signing records

HIPAA Support: BAA available when required

ESIGN / UETA: Federal and state e-sign framework

21 CFR Part 11: Compliant where applicable

Key Risks from Incorrect or Incomplete Letters

Invalid Consent: May render results unusable

Violation of FCRA: Potential regulatory exposure

Data Breach: Unauthorized disclosure risk

Delayed Processing: Missing identity info causes delays

Adverse Action Errors: Improper notice timing risks enforcement

Record Retention Failures: Noncompliance with retention rules

Common Preparation Mistakes to Avoid

Providing an incomplete name or nickname instead of full legal name, which can prevent the agency from locating accurate records and cause processing delays.
Failing to specify the scope and purpose of the authorization, leaving the requester or agency uncertain about what records are permissible to obtain.
Omitting a clear signature date or using an expired authorization period, which can create disputes about whether consent was valid at the time of the request.
Submitting the letter without an identity document or a signed copy, increasing the likelihood the request will be rejected or require additional verification steps.

Typical Request Workflow for an Authorization Letter

A standard workflow moves from document completion to record retrieval and delivery; steps below outline the typical flow.

Document Preparation: Requester provides letter draft and required fields.
Signature Capture: Subject signs electronically or in ink.
Submission to Agency: Requester sends letter with ID to the agency.
Report Delivery: Agency returns records to the authorized recipient.

Recommended Digital Workflow Settings

Configure your digital workflow to ensure identity verification, secure transmission, and auditability.

Field	Configuration
Authentication	Email link \| SMS code recommended
Attachments	ID front/back \| PDF preferred
Notary / RON	Allow RON where state-permitted
Audit Trail	Enable IP, timestamp logging

Platforms and File Formats for eSubmission

Choose tools and formats that support secure upload, signature capture, and long-term storage.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX accepted
Authentication: Email, SMS, KBA options

Ensure the chosen platform supports required compliance standards (ESIGN/UETA, HIPAA when applicable) and keeps a tamper-evident audit trail for each signed record.

Typical Timing and Processing Expectations

Processing times and timing obligations vary by agency and use case; plan for identity verification and any legal notice periods.

Agency Processing Time:

2–10 business days depending on agency load

Employer Screening:

Allow extra time for FCRA checks and adverse-action processes

Notarization Scheduling:

Book RON or in-person notary several days in advance

Revocation Notice:

Processing of revocation may require written notice and reasonable lead time

Record Delivery:

Delivery times vary; expect electronic copies same day to several days

eSignature Pricing and Feature Comparison (signNow first)

Compare starting price and core features among common eSignature providers to evaluate cost and compliance needs without assuming plan parity.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About NBI Authorization Letters

Answers to common questions about signing, notarization, revocation, and platform options for authorization letters.

Need help? Contact support

Can the letter be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the signer consents to do business electronically and the record is retained.
Is notarization required?
Not always. Notarization depends on the recipient’s policies and state rules. Some agencies accept plain signed authorization; others require notarized or RON-signed documents.
What supporting documents are needed?
Typically a government-issued photo ID and proof of address are requested with the letter to confirm identity. Check the receiving agency’s specific requirements before submission.
How do I revoke the authorization?
Revoke in writing to the requester and the record holder. Include your name, dated statement of revocation, and any required identifiers; allow reasonable time for processing.
What if names or IDs don’t match?
Discrepancies can delay or block retrieval. Provide documentation of name changes (marriage certificate, court order) and corrected IDs to assist the agency.
Which platforms support secure eSubmission?
Platforms that support PDF/DOCX, TLS encryption, audit trails, and HIPAA BAA execution (when required) are suitable for secure submission of authorization letters.

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